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HomeMy WebLinkAbout2020.0414.TCBW.MinutesMINUTES OF THE BUDGET WORK SESSION OF THE FOUNTAIN HILLS TOWN COUNCIL HELD APRIL 14, 2020 AT 5:00 P.M. 1. CALL TO ORDER — Mayor Ginny Dickey ROLL CALL — Mayor Dickey Present: Mayor Ginny Dickey (telephonically); Vice Mayor Mike Scharnow (telephonically); Councilmember Sherry Leckrone (telephonically); Councilmember Art Tolis (telephonically); Councilmember Dennis Brown (telephonically); Councilmember Alan Magazine (telephonically); Councilmember David Spelich (telephonically) Staff Town Manager Grady E. Miller; Town Attorney Aaron D. Arnson (telephonically); Town Clerk Present: Elizabeth A. Burke Presentation of the Fiscal Year 2020-2021 Proposed Budget. Town Manager Miller explained the logistics of the meeting, stating that the presentation has been divided into sections. At the end of each section the Mayor will call on councilmembers for any questions. He said that one of the most important functions of the Town Council is to adopt a budget. They must adopt the tentative budget in May and the final budget in June. He said that staff will continue to monitor sales tax and shared revenues throughout the year and they will adjust if necessary. Staff will also present a quarterly update to the Council on the budget. Mr. Miller said that they would only initiate a hiring freeze in the worst case scenario. They had originally programmed in a cost of living increase for staff effective in July, but that has been pushed back to January, and if they are not tracking revenue -wise, that will not occur. Mr. Miller said that because of the pandemic he asked staff to go back and see what type of reduction there was during the recession in 2008. He said that it would found that they had a 30% reduction over a two-year period. He said that he thinks they will hear that they will be able to weather this a little better than before. He said that the Town has always been good stewards of taxpayer dollars. They do not always spend the entire amount budgeted and they are conservative with revenue estimates. An example of this is that they knew that Copperwynd would be opening, going from 35 rooms to 160. That bed tax is significant, but they did not program that in. He said that at this time he would turn it over to the Finance Director David Pock. Mr. Pock began a PowerPoint presentation (Exhibit A attached hereto and made a part hereof) which addressed: YEAR-END REVENUE, EXPENDITURE & FUND BALANCE ESTIMATES ESTIMATED YEAR-END REVENUES - Operating Local Sales Tax Shared Revenues Mr. Pock explained the chart, noting that the left bar was last year's actual amounts, the bar in the middle was the first 8 months of actuals for this year and 4 months projected for the rest of the year, and the right hand bar was what was budgeted at this time last year. Town Council Work Session of April 14, 2020 2of9 TPT SALES TAX He said that the collection amounts lag about two months; they just received February's numbers last week. The current COVID-19 event started around the beginning of March. Currently, they have collected $9.2 million; the projected $9.5 million for the year and budgeted $9.1 million. He said that the reason for the difference is that they budget conservatively with revenues and they had the $.03 rate increase which was not included in the budget for this current year. STATE SHARED REVENUES Budgeted - $6.2 million Last year - $5.5 million Estimate - $5.9 million He said that those two categories make up 90% of the Town's revenues. He said that to be consistent with what they saw during the recession, they have applied a 30% decreased on the TPT for the last four months of this year. PERMITS/LICENSES TOTAL OPERATING FUND REVENUE OPERATING FUND EXPENDITURES He said that there are two departments not on the chart --the Mayor/Council and the Court. Together those are about $445,000, around $55,000 less than last year. Everything included is forecasted at $16.7 million, leaving them around $900,000 to go toward the fund balance. ADMINISTRATION - They are right on budget at $2 million each PUBLIC WORKS - They budgeted $1.4 million - at $1.2 million DEVELOPMENT SERVICES - Budgeted $1.1 million - at $850,000 COMMUNITY SERVICES - Budgeted $2.8 million budgeted - $2.4 million FIRE & EMS - $4 million - on budget LAW ENFORCEMENT- $4.8 million - on budget Going back to GENERAL GOVERNMENT, Mr. Pock said that this is used to fund items that are town wide expenses and is where the General Fund contingency is held. Last year there was $450,000 included in the budget. They have a lot more this coming year, and they will talk about that later. ESTIMATED YEAR-END EXPENDITURES (Slide 5) Mr. Pock said that he did further research and found in the Wholesale/Retail it is 51% of their revenues, broken down as follows: Construction - $14% Transportation - 11% Restaurant/bar - 8% Insurance/real estate - 8% Services - 8% He said that they have already received 87%of the budgeted TPT for the year so they are in good shape. They need an additional $1.4 million over the last quarter to hit their budget number. For the projections they took off 30% across the top in all categories for the last three months. They do expect to see a spike in April; that was before the stay-at-home order went into effect and people were Town Council Work Session of April 14, 2020 3 of 9 stocking up. He said that there should be a spike in March activity then there will be a dip. There will be an assumption of a decrease in restaurant/bar activity, since those are limited access. They are projecting the following for the other categories: Construction - $1.6 million Transportation - $1.3 million Retail - $5.9 million $850,000 for each of the last three categories They are holding hope that this current situation will not have extremely dire effects. He did go back and look at the TPT tax filers for last year. Over the entire year there were just over 6,800 tax filers, including individuals, companies, etc. that do business in Fountain Hills. Out of those 6,800 tax filers, the Town receives 50% at least of their collections from 53 of those filers. He said that he cannot go into specifics as to which retailers, but many are still open and still conducting business, so that bodes well for the Town. ESTIMATED YEAR-END FUND BALANCE (Slide 6) RESTRICTED COMMITTED (Slide 7) He said that this includes the Rainy Day Fund, which is set per policy of the Council. Twenty percent of the average annual General Fund Revenues are to be maintained in the Rainy Day Fund. According to last year's calculations, that is $3.2 million. These funds can be used in the case of an emergency; however, per the policy only half of it may be used, so they could use $1.6 million of it this year. That $1.6 million would have to be repaid within five years. Total Committed - $8.1 million ASSIGNED (TOWN POLICIES) (Slide 8) In the General Fund, 10% of the average is put there to fund equipment purchases, pay down debt, etc. They will be talking more about this during the May 5 Council meeting. This is a portion that he would like to take out and repurpose that amount to go toward UNASSIGNED. Environmental Fund - This fee was not collected for this fiscal year and not included in next year's budget as well. Facilities Replacement Fund - This went down quite a bit this year because they had the purchase of a fire truck a few months ago. This is one of their most expensive pieces of equipment. If the policy he is recommending is adopted, this fund would drop to $2.6 million and the balance would go into UNASSIGNED. UNASSIGNED (Slide 9) These numbers are important because of the legal they have with TPT. This would give them a buffer if something was not quite as obvious. They could continue operations without tapping into the Rainy Day Fund. If the proposed policy is adopted, this amount would increase to $3.6 million for year end, or 22%. The new policy is recommending 20%, so they would still have a slight excess and any excess would get transferred into the Capital Improvements Program (CIP). ESTIMATED YEAR-END FUND BALANCES Town Council Work Session of April 14, 2020 4 of 9 Summary All Funds - $17 million Councilmember Brown said that he is hearing that they have a reserve of 1.5 to 2.5 months which he finds alarming. He asked Mr. Miller to fill them in on what they would do if they did not have enough income. Mr. Miller said that there are other funds that they could tap if needed. Mr. Miller said that the primary thing they would have to do is cut their expenses. He has worked in organizations that have gone into downturns. If it continues they will have to into th next fiscal year and monitor the situation and make sure they are not dipping into their reserves. He said that they would use their existing resources to manage through it. One thing they do have is a very large contingency that is fully funded, but they do not want to have to tap that. He said that they have been around two to three months in the past; most like to be around six months for operating. Councilmember Brown said that he was around when they went through major cuts, and it was very uncomfortable. Councilmember Brown asked if the art piece for Avenue of the Fountains had already come out of the Public Art Fund. Community Services Director Rachael Goodwin said that the cost of that piece is being paid for by the Public Art Committee, who is fundraising for it. Brief discussion was held on the Environmental Fee. Mr. Miller said that the balance of that fund is being held in abeyance as they wait for the Attorney General's opinion. Staff was asked to provide a listing, from #1 down to #53, of just the amounts of revenue from the TPT, not including the names of the businesses. Mr. Pock said that he could provide that. Councilmember Magazine thanked Mr. Pock for answering his questions prior to the meeting. He said that he is concerned that this is not conservative enough. He is afraid that their sales tax is going to be a lot lower than expected. Councilmember Magazine said that he did not know why they need that much money in the Downtown Strategy Fund. Mr. Miller said that it comes from the excise sales tax; the roundabout is being funded by that fund. Councilmember Magazine said that he was willing to listen to other approaches. Councilmember Leckrone said that she had similar concerns. She understood that they were watching as they go forward. He asked Mr. Pock what he thought and what concerns he had. Mr. Pock said that this has been a great introduction to Fountain Hills and their budgeting process. He said that there is a lot of uncertainty, but he believes they have put together a budget that has a lot of flexibility. It is not that much more overall compared to this year. He said that it was heartening to see the TPT information and that a lot of their revenue is coming from businesses that are still operating in this condition. While they do not want to see this happen at all, it could not have happened at a better time of the year as far as revenue goes as they are going into the slower part of the year.He hoped that when they get the winter visitors back in the fall that they are up and running again, and back to the new normal. Councilmember Spelich said that most of his questions were answered when he met with Mr. Pock. He is taking more of a positive approach. He does not see this going into July. He said that while the majority of the town has been crushed, he has talked with managers of the major stores and their sales are up over 30%. Mr. Pock said that he would welcome a 30% increase; it will be interesting to see what happens. Town Council Work Session of April 14, 2020 5of9 Mayor Dickey, referencing page 6, said that there was $1.3 million restricted for the HURF. She asked if that is in next year's budget, or if it is committed to a project not finished up yet. Mr. Pock said those funds are accumulated in the streets fund. That $1.3 million is after the expected projects and that fund balance would be available for next year's streets projects. Mayor Dickey asked if it was part of the $4.5 million figure. Mr. Pock said that $700,000 of it will be included in next year's budget. Mayor Dickey, referencing page 8, asked if they had made a decision to not spend any of the balance in the Environmental Fund. Mr. Miller said that they have been drawing down from that fund to pay for wash maintenance, and they continue to spend from this fund this year. They suspended the fee for this fiscal year, but any remaining funds will still be available for expending on items related to the Environmental Fund. Mayor Dickey asked if the $1.2 million in the Facilities Replacement Fund includes the funding for the painting projects they are waiting to do this year. Mr. Pock said that there is painting of the exterior for Town Hall as well as the Community Center scheduled for next year. Mayor Dickey said that she thought that the six month buffer was included in the Rainy Day Fund; she was not aware that any cities were expected to have six months of unassigned funds for emergencies. Mr. Miller said that most cities do not have a Rainy Day Fund set up the way they do. Mr. Pock said that the 20% figure is GFOA's best practice; to maintain 20% in UNASSIGNED funds. They also have the same type of recommendation to hold in reserve a "rainy day fund" so between the two they would be at 40%, which would give them about five months. Mr. Pock said that his one concern is that the way the Rainy Day Fund is currently set up only allows them to use half of it, so if their UNASSIGNED FUND balance was $0, they would only have access to $1.6 million.Mayor Dickey asked if that was something they should look at changing. Mr. Pock said that they could look at the restrictions. He likes the amount, but not so much the restrictions. FY21 PROJECTIONS Overall Budget Considerations - Mr. Pock said that this current situation is not a structural problem, like the great recession. This was basically a governmental response to a health crisis. It is not something they have encountered before. He thinks it is clear that they cannot stay this way for very long; he is hopeful they get back to some increased activity soon. He said that if they were back to normal by May or June, then they should be starting next year in July on good ground. Mr. Miller said, as he spoke of earlier, they are going into the budget process with all eyes open. Much of what they are doing, cities are doing --making modifications and tracking it for next year. He said that some are going to be hit harder than they will, but they have to react now because they have a lot of overhead costs. Many of the larger communities cannot act as nimbly as Fountain Hills can. Mr. Pock said that one thing he wants to make clear is that Budget Authority is not the same as Fund Balance. The Tentative Budget that will be considered on May 5, 2020, sets the maximum amount. He said that it would be great if they hit maximum revenues, but if they did, they do not have maximum expenditures programmed for next year and that is where the $1.7 million for contingency comes in. He said that they will have quarterly budget updates the second meeting of the month following the end of the quarter, so the first one will be the second meeting in October. Before that, though, he would be happy to send out month -end reports to Council to keep everyone informed. Town Council Work Session of April 14, 2020 6 of 9 Slide 14 Mr. Pock said that in the past they have consistently underestimated revenues and overestimated expenditures; that is how they are able to add to the fund balance. This next year there were no revenues included for Copperwynd or Keystone. The $1.1 million is related to the $.03 rate increase. He said that they will be discussing user fees in the fall. Those fees would increase revenues slightly, but they were not included in the budget. OPERATING FUND REVENUES (Slide 15) Mr. Pock said that the methodology used is a combination of trend analysis that is used on prior year collections as well as forecasting formulas. They do not use either exclusively. EXPENDITURE CONSIDERATIONS (Slide 16) OPERATING FUND EXPENDITURES (Slide 17) TOWN COUNCIL EXPENDITURES (Slide 18) ADMINISTRATION EXPENDITURES (Slide 19) MUNICIPAL COURT EXPENDITURES GENERAL GOVERNMENT Mr. Pock said that this division pays for expenses like insurance, that is applied town wide. PUBLIC WORKS EXPENDITURES (Slide 25) DEVELOPMENT SERVICES (Slide 27) This department consists of 9 full time equivalents (FTE's). He said that there is a large decrease in Contractual due to the face that they are no longer contracting out inspection services. If they do have services paid for to expedite services, the contractual inspectors will bill the developer directly and the Town is not involved. COMMUNITY SERVICES (Slide 29) This department consists of 20.5 FTE's and includes a supplement for a full-time groundskeeper as well as a slight increase in community service representative hours at the Community Center. The Maintenance and Repair line item is due to the new restrooms open at Fountain Park, Adero Trail and the Linear Park. These parks areas also affect the supplies line item. Capital Expenditures for this department are the result of two recommended supplements: 1) a UV System for the Splash Park at $35,000; and 2) a truck for the new groundskeeper at $25,000. The Contingency line item is in case they hold an event and there are more revenues than anticipated. This would allow them to spend that within their department. LAW ENFORCEMENT EXPENDITURES This item has a 5.1% increase at just under $4.7 million for patrol services, $68,000 budgeted for jail expenses and $21,000 animal control. The numbers for jail and animal control stay the same for next year; patrol services increased to $4.9 million. FIRE AND EMS EXPENDITURES Town Council Work Session of April 14, 2020 7of9 This Contractual Services has a 3% increase, through their contract. Last year Fire Service was $3.55 million;p next year it is $3.65 million. Councilmember Spelich said that he mentioned during the Council Retreat that he was concerned with the contract with MCSO as far as the overtime they are paying and their staffing. He does not want to go into a lot of detail, but he would request that an executive session be held for further discussion of this item. Mr. Miller said that staff will set up a follow-up meeting. Councilmember Magazine said that there are some line items that it seems they should hold in abeyance, such as the metal detectors. He would prefer they do not spend any of those funds until after the end of the first quarter. Mr. Miller noted that even though these are all included in the budget, he will be working with staff to putting together some reductions within departments, if needed. Councilmember Magazine thanked Mr. Miller and Mr. Pock. Councilmember Brown complimented them on adding Internal Services to the budget process. He said that he would like to see it spread out a little, but the presentation has been excellent. Councilmember Tolis said that he sent a list of questions and Mr. Pock responded quickly and addressed them in a lot of his narrative. Right now with the uncertainty of the economy they need to focus on needs versus wants. He would like to see them sitting tight and not moving forward with extra expenditures until they know what is going to happen. He said that they may need to consider a freeze at the moment and not spend anything right now. He agreed that they needed to evaluate the contracts. Councilmember Scharnow said that in the big picture, they have three different areas where they have extra money, in terms of contingencies. Mr. Pock said that was correct. The $1.7 million in contingency, or any part of the fund balance. He reminded them that it is just the budget authority in case those resources are collected. Mr. Miller said that a good example is if the Town was to receive the Tourism and Sports Authority Grants. This gives them the authority to receive those grant monies and expend them; it is not actual money sitting in the bank. Councilmember Scharnow asked Mr. Pock if he had suggestions for changes. Mr. Pock said that on May 5 he will be bringing forward further discussion of changes to the financial policies to allow the ASSIGNED portion to become UNASSIGNED since they also have the Replacement Funds. He said that he does agree with the Rainy Day Fund and where it is, but he does not think that the restrictions are effective today as when they were first implemented. He said that he did not include any revisions to those restrictions in the current policy revision. He could draft something, but he would like to go forward on May 5 regarding the ASSIGNED balance and bring back other recommendations in the fall. Mayor Dickey asked if it was typical for municipalities to break down Internal Service Funds and charge departments. Mr. Miller said that it is commonly done for such things as copiers and mail rooms. He said that sometimes they even have facilities charges and utilities go back to each department. Mayor Dickey, going back to Page 17, said that as they go forward she would like to have the message be that they have to approve a maximum amount, but they will not have all of the information by the deadline, so they are approving the authority to spend it, should things improve. Town Council Work Session of April 14, 2020 8of9 Mr. Pock noted that any type of budget transfers would come to Council for approval to use contingency funds. SUPPLEMENTAL REQUESTS (Slide 34) FY21 CAPITAL IMPROVEMENT PROJECTS STORMWATER MANAGEMENT & DRAINAGE STREETS & SIDEWALKS PARKS & RECREATION TRAFFIC SIGNALS FACILITIES REPLACEMENT FUND CONTINGENCY TOTAL - $5.4 Million SUMMARY Mr. Pock said that they will have a $3.7 million fund balance, and adding in $1 million over the course of the year (from sales tax of 50% of construction), and the projects included in this presentation as CIP totally $3+ million, that will leave them a year-end fund balance at 06/30/21 of $1.6 million. Mr. Miller said that he and Mr. Pock have been talking about this and have heard the comments of concern. If the Town Council would support it, they would have a few key projects move forward, such as Panorama Drainage and the La Montana Roundabout, as well as the drainage issues at Golden Eagle Park. The other ones they would sit on and wait and see how things are tracking. They would leave them as they are, but not start on them until they have had their first quarterly meeting with Council. Councilmember Spelich and Leckrone agreed. Councilmember Leckrone said that she thought the last time they talked that the Palisades median landscaping was going to be removed. Councilmembers agreed and all thanked the staff for a nice presentation. Councilmember Scharnow said that he agreed with everything. He said that at some point he would like to see them look at extending the left-hand turn lane at the Fountain Hills Blvd. and Palisades. Mr. Miller said that Mr. Weldy brought to his attention that based on the concerns raised, they will start doing some traffic counts there and get the initial work done. He said that the Town Engineer has money for very basic studies and they could then bring that back to the Pedestrian and Traffic Safety Subcommittee. Mayor Dickey said that she would hope to keep in the loop moving forward the shoulder paving for Fountain Hills Blvd. and also the fountain lighting that started this year. Mr. Miller said that he would agree. The Council has already committed to going forward and he would add the fountain lighting as the fourth project to move forward with. Mayor Dickey said that when they talk about the capital projects, it does not preclude the regular street maintenance. Mr. Miller said that they do not treat that as capital. The mill and overlays projects are done as part of their contract with MR Tanner. He said that a number of those streets that they do with the streets fund are capitalized. The difference is if they were able to identify what they needed to bond, they would put together a CIP with various services of funding to be paid for with bond proceeds and HURF revenues. REVENUE OPTIONS Mayor Dickey noted that any type of bonding or anything would have to wait until 2022. Any consideration for a primary property tax would have to be in 2022 in May. Town Council Work Session of April 14, 2020 9 of 9 Mayor Dickey thanked everyone involved in the process. 4. ADJOURNMENT MOVED BY Councilmember David Spelich (telephonically), SECONDED BY Vice Mayor Mike Scharnow (telephonically) to adjourn. Vote: 7 - 0 - Unanimously The Budget Workshop held by the Fountain Hills Town Council on April 14, 2020, adjourned at 7:15 p.m. TOWN OF FOUNTAIN HILLS ( �--- 61,6, GiA Dicke , Mayor ATTEST AND PREPARED BY: Elizabeth .'urke, Town Cler N O N L CL 0 t � N'f � � L G ro L- L O V 0 O N O N r-I i Q N W I i m W AN L•J m m Z W 2 W 0 W -- Z W Q J z LLI (D _. 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